Envisioning and Integrating New Cataloging Workflows

Transcription

1 University of North Florida UNF Digital Commons Library Faculty Presentations & Publications Thomas G. Carpenter Library Envisioning and Integrating New Cataloging Workflows Susan A. Massey University of North Florida, Follow this and additional works at: Part of the Library and Information Science Commons Recommended Citation Massey, Susan A., "Envisioning and Integrating New Cataloging Workflows" (2012). Library Faculty Presentations & Publications This Presentation is brought to you for free and open access by the Thomas G. Carpenter Library at UNF Digital Commons. It has been accepted for inclusion in Library Faculty Presentations & Publications by an authorized administrator of UNF Digital Commons. For more information, please contact Digital Projects All Rights Reserved

2 Susan A. Massey Head of Discovery Enhancement University of North Florida Thomas G. Carpenter Library

3 Sunshine State Library Leadership Institute (SSLLI)* The primary goal of the Institute is to assist in preparing library leaders to provide the highest quality library services to the citizens of Florida in the most effective and innovative manner that will meet today's needs and tomorrow's challenges. *Funded by an LSTA grant

4 Sunshine State Library Leadership Institute (SSLLI) Project Requirements Identify an existing but unaddressed problem Identify concrete steps toward tangible change Form strategic alliances to solve the problem Increase my level of visibility and responsibility Lead change that can be sustained over time Gain support of library administration

5 Review Workflow charts Task analysis and procedures Staff competencies and task assignments Propose Revise workflows and processes Recommend changes for efficiency and effectiveness Submit to Head of Technical Services for approval Complete Implement approved changes Staff training for new skills and workflows Complete SLLII Project Report within class timeline

6 Shrinking staff New workflows External changes Objective: Create efficiencies to free staff time for new projects.

7 Prepare staff for change Request feedback Gather data for decisions Market ideas continually Create aids to communicate

8 Build bridges, not barriers Engage in values discussions Assess staff readiness for change Stressed spelled backward is dessert

9 Provide tools for understanding Be transparent Care courageously Circle of Concern Circle of Influence

10 Map out the future Organize the information Decide what data you need Keep the goal in mind Seek best practices of others Ask staff to participate Analyze current processes

11 Workflow charts Timelines (use Excel) Tables Fit the data to the method Visuals tell the story faster, better

12 Cataloging Workflow November 2010 SERIALS ACQUISITIONS GOV DOCS SPECIAL COLLECTIONS OTHER (REF, ELECTRONIC, SERIALS BINDING) Serial Sep Mongrph Flag and Sort to Shelves Sort to Shelves Sort to Shelves Sort to Shelves or Priority/ Rush Books w/ Accomp Materials New & Gift Books US Doc Books US Doc Hearings PALMM SpecColl Books Theses Databases Added Volumes Added/ Repl Copies General & Jazz CDs Added Newer Editions CurrMat Textbook Sets Analyzed Music Sets Different Edtions CurrMat Y Lit & Nonfiction DVD/VHS US Doc Mfiche Map Docs (Brochures) Docs Maps Original Gov Doc ER/Web Fla Docs OPPAGA Printouts of Websites SpecColl DVD/VHS CDs Boxed SpecColl Local Docs Collection Records Websites Electronic books Classical CDs Scores (M Class) NGO Maps Gov Doc Serials Pre-1985 Books Serials no record Microfilm ClassSep Analyzed Series Bound Withs Cat 1 Head Cat Classed Together Series Copy Cat 1 Copy Cat 2 Copy Cat 3 No/Bad Record NACO Head TS No/Bad Record No/Bad Record NACO NACO NACO

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14 There were 46 workflows involving up to 57 competencies. Workflows with the most total competencies also required the most unique skills. The total number of competencies did not indicate the difficulty of the workflow. Workflow groupings could occur many ways and often crossed unique skills.

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18 Prepare staff psyches for project Gather data for decision-making Create textual/visual communication aids Market ideas to staff and administrators Request feedback Repeat, repeat, repeat

19 Prepare staff psyches for project Gather data for decision-making Create textual/visual communication aids Market ideas to staff and administrators Request feedback Repeat, repeat, repeat AND FINALLY... Make recommendations Obtain admin approval Set policy Communicate decisions internally/externally Document processes Train staff Implement change

20 1. Change department name to Discovery Enhancement 2. Reorganize positions into primary assignments 3. Rearrange workflow shelves 4. Coordinate more efficiently with acquisitions and processing functions 5. Explore using vendor order records and shelf ready materials

21 6. Initiate a KwikCat workflow 7. Begin using macro software for repetitive tasks in Aleph 8. Review and adjust the vendor MARC government documents workflow 9. Reformat documentation while rewriting it for new workflows

22 Names change the way we think about ourselves and our behavior Name should reflect mission and values Name should point toward future directions Marketing tool for staff and administration Public services focus on Discovery Systems Opened doors to new involvements in library

23 POSITION Senior Library Services Associate #1 Senior Library Services Associate #2 Senior Library Services Specialist PRIMARY ASSIGNMENT KwikCat Gov Docs Special Formats TASKS INCLUDED IN PRIMARY ASSIGNMENT 80% of Monographs in General Collection and Oversize Marcive record loads US Docs Monographs US Docs Microfiche US Docs Reference US Docs CDROM US Docs Hearings Fla Docs OPPAGA Media CD Media DVD Media VHS Gen Coll CDROM Periodicals/General Microfilm ADDITIONAL EXPERTISE Maps Curriculum Materials 5% of Monographs Complex Monographs (15%) TASKS INCLUDED IN ADDITIONAL EXPERTISE US Docs Maps Non-Gov Maps Map Brochures Atlases Children's Fiction and Non-Fiction Textbooks Books w/cdroms Reference/Priority Different editions Added editions Added Copies/Vols Pre-1985 Monographs Special Coll Monographs Original Cataloging Librarian Dept. Head/Original Cataloging Librarian Media Electronic Resources Original Cat CD Original Cat DVD Original Cat VHS Original Cat CDROM Original Curriculum Databases Record Load Profiles Online Materials in Locations all Theses Scores Serials Theses Theses Dissertations Honors Projects Scores Original Cataloging of serials in all locations Theses Dissertations Honors Projects Digitized Collections Metadata Monographs Original Cataloging of Monographs in all locations

24 Reference/Liaisons Gov Docs Acquisitions Cataloging Preservation Processing Circulation Reserve

25 Changes implemented immediately Department name change Positions reorganized Workflow shelves rearranged Communication flag implemented Changes in progress Gov Doc vendor record workflow review Reformat documentation

26 Conditional changes Macros still under consideration Vendor order records & shelf ready books Change on hold KwikCat workflow

27 SURPRISE! New position: Metadata Librarian

28 Policy Prepare Process Set policy and a start date Communicate decisions Document process Train staff Obtain feedback Ongoing attention to impact of change

29 New workflow = new issues Ongoing process refinement Impact of external environment Staff reactions to change

30 Susan A. Massey Head of Discovery Enhancement Thomas G. Carpenter Library University of North Florida